Privacy Policy

Version 2026-07-29.1 · effective July 29, 2026 · supersedes version 2026-07-28.1

This policy explains how Petwise360 collects, uses, shares, retains, and deletes information when you use our website, web app, and mobile app (the "Service"). The short version: we collect what we need to run the Service, we do not sell your data, and when you close your account we delete or anonymize your identifiable account content within 7 days.

Four things outlive those 7 days, and we would rather list them here than have you find them in section 9:

• Billing, tax, security and legal records we are required or permitted to keep. These identify you.
• A first-name-only label on records you created in a household you shared, so that household's history stays readable. Never your full name or any contact detail, and removed once no household you shared still lists you.
• Records emailed to a household, which belong to that household rather than to whoever sent them. The sender's address, subject and message text are deleted 30 days after the email arrived, on a clock nothing can extend.
• Anonymized pet statistics, which no longer identify you, your household or your account.

Section 9 sets out each of these exactly.

1. Who is responsible for your data

KoDiMi LLC d/b/a Petwise360.com, 4030 Wake Forest Road STE 349, Raleigh, NC 27609, United States, is the data controller for the Service. Contact: support@petwise360.com.

2. What we collect

• Account information: your name, email address, and profile image if you add one. Sign-in and passwords are handled by our authentication provider (Clerk); we never see or store your password.
• Profile settings: your country and postal or ZIP code (used for regional content and the local weather feature), time zone, and preferences.
• Pet and household data: the pets, breeds, birth dates, weights, meals and foods, exercise, health records, medications, tasks, reminders, milestones, photos, documents, and notes you add, and, on family plans, who you share them with.
• Location data (mobile app, only when you use tracked activities): when you start a tracked walk or run in the Petwise360 mobile app, we record your phone's precise GPS route to compute the distance, duration, speed, and route map of that activity. Recording starts only when you start the activity and may continue in the background while it is running, if you grant the phone's background-location permission (decline it and tracking simply needs the app open, or skip tracked activities and log walks manually). It stops when you end, pause, or discard the activity, and you can stop it at any time by revoking location permission in your phone's settings. The route is stored with the activity record, belongs to your household, and is visible only to people with access to the linked pets. We never sell location data or use it for advertising.
• Apple Health workout data (mobile app, only when you choose to import it): Petwise360 asks for read-only access to walking, running, and hiking workouts only from the explicit Apple Health import flow. If you select a workout, we receive its type, date, duration, distance, source and, when available, its workout route. We do not read clinical records, heart rate, or unrelated health information, and we never write to Apple Health. Once you confirm an import, the workout becomes part of the linked pets' activity history and is visible to authorised members of that household. We do not use Apple Health data for advertising, marketing, profiling, or data mining, and we do not sell it.
• Billing information: handled by Stripe. We store your subscription plan and status, not your full card details.
• Support communications: emails you send to support@petwise360.com.
• Records emailed to us: when you, or a veterinary practice you have given your household's records address to, email records to us, we receive the sender's email address, the subject line, the text of the message itself, and any supported PDF or image attachments. See section 5.
• Technical data: IP address, device and browser information, and security and activity logs generated when you use the Service.

3. How we use it

We collect and use data generated through use of the app to provide, maintain, secure, analyze, and improve the Service. That includes:

• running your account and syncing your data across devices;
• sending service emails such as reminders, billing notices, and security messages;
• processing subscriptions and payments;
• providing support;
• keeping the Service secure and preventing fraud and abuse;
• understanding app usage, improving features and user experience, measuring product performance, identifying bugs or technical issues, developing new features, internal analytics and reporting, and business planning; and
• complying with law.

4. AI features

Petwise360 may use artificial intelligence service providers, including Anthropic, to provide, support, improve, or enable certain app features. When you use features that rely on AI, information you provide through the Service may be sent to Anthropic or another AI service provider as necessary to generate responses, process requests, analyze information, or provide the relevant feature.

We use reasonable efforts to limit the information shared with AI providers to what is necessary for the relevant feature. Please do not submit unnecessary sensitive information through AI-enabled features. See our AI Disclaimer for the limits of AI-generated content.

Records emailed to your household are not sent to an AI provider on arrival. That happens only when a signed-in member chooses a pet and starts the review described in section 5.

5. Records sent to us by email

Petwise360 can receive veterinary records by email. Each household is given its own records address, which you may share with your veterinary practice so they can send records to you directly. You can also email or forward records yourself from the address on your account.

When a message arrives at one of those addresses, we receive and store the sender's email address, the subject line, the plain text of the message, and any supported PDF or image attachments. The message text is shown to your household as a covering note alongside the files, because it often explains what the records are, and it is deleted on the same clock as everything else below. Our email provider, Resend, receives the message on our behalf. Attachments are checked for malware on our own hosting before they are stored, and any file that fails that check is discarded rather than kept.

Receiving a record does not add anything to a pet's history. The message waits in your household's inbox until a signed-in member with permission to edit health records opens it, chooses a pet, and reviews it. Nothing is sent to an AI provider until that member starts the review.

A household records address routes mail to your household. It is not a password, and it gives no one access to your account or your data. Anyone holding the address, including a practice you shared it with, can send records into your inbox for review, so treat it like a postal address rather than a secret. The household owner can replace it at any time in the app, which stops the old address working immediately.

If a message reaches us but we cannot tell which of your households it was meant for, and we recognise and can verify the address it came from, we will email that address to say so and list your households' addresses so you can resend. We do not reply to email whose sender we cannot verify.

How long we keep it. Two separate deadlines, because two different things are involved:

• The envelope (the sender's address, the address it was sent to, the subject line and the message text) is deleted 30 days after the email arrived. That date is fixed when the message arrives. Nothing extends it: not opening the message, not starting a review, not moving it to a different pet, not importing it, not closing an account. The countdown shown in your inbox is that exact date, and deletion runs hourly, so it happens on that date and within an hour or so of it.
• The attached files are deleted 30 days after arrival if nobody imports them. If a member does import them, the private copy of the original stays for up to 30 days after the import so a mistake can be undone, and the copy now in your pet's history stays for as long as your household keeps it, under section 9.

If records reach us that should not have, or you want a message removed sooner, contact support@petwise360.com.

6. Who we share it with

We do not sell your personal information, and we do not share identifiable customer information with third parties for their independent marketing purposes.

We share personal information with trusted service providers only as needed to operate the Service, process subscriptions, provide support, maintain security, deliver app functionality, or comply with law:

We may also disclose information where required by law, to protect the rights, safety, or property of Petwise360 or others, or as part of a merger, acquisition, or sale of the business, in which case this policy continues to apply to your data.

7. Anonymized and aggregated information

We may use anonymized or aggregated information for lawful business purposes, including understanding app usage, improving features, measuring product performance, identifying bugs, developing new features, internal analytics and reporting, security and fraud prevention, and business planning. Anonymized or aggregated information may be used or shared where it does not reasonably identify a user, household, account, or individual pet owner.

8. International transfers

The Service is operated from the United States and your information is processed and stored there. If you use the Service from the UK, EU, or elsewhere, your information is transferred to the United States. Our service providers commit to appropriate safeguards for personal data, and we transfer only what is needed to provide the Service you have asked for.

9. Retention, deletion, and account closure

We keep your data while your account is active. When your account is deleted or closed, we delete or anonymize your identifiable account content within 7 days. That includes deleting your photos and documents from storage, your GPS activity routes, and free-text content such as notes and record descriptions.

"Account content" means the things you put into the Service. It does not mean every trace of you: the four categories below survive closure, and two of them still identify you. We list them rather than describing any one of them as the only exception.

Records emailed to a household run on their own clock. A message sent to a household's records address belongs to the household that received it, not to whoever sent it, so closing an account does not pull it back. Two separate deadlines apply, and they are deliberately different things:

• The envelope (the sender's address, the address it was sent to, the subject line and the message text) is deleted 30 days after the email arrived. That deadline is set when the message arrives and cannot be extended by anything: not by someone opening it, reviewing it, filing it against a different pet, importing it, or closing an account. Deletion runs hourly, so it takes effect on that date rather than at an exact minute. If the household filed the records into a pet's history, the record of where they came from survives without the sender's details attached.
• The attached documents themselves are deleted 30 days after arrival if nobody files them. If a household does file them into a pet's history, the private copy of the original stays for up to 30 days after that, so a mistaken import can be undone, and the household's own copy in the pet's history stays as long as they keep it. This window is about the veterinary document the household now owns. It never keeps the sender's identity alive.

After deletion we retain only four kinds of information:

• Records we are required or permitted to keep for legal, tax, accounting, billing, security, fraud prevention, dispute resolution, backup, or compliance purposes, including subscription and invoice records, tax and accounting records, refund and chargeback records, support communications, security logs, fraud prevention records, and legal or compliance records.
• Anonymized pet statistics that no longer reasonably identify you, your household, or your account: postal or ZIP region, breed information, ages, weights, food intake, and exercise and health trends. We may retain and use this anonymized information for lawful business purposes, including product improvement, analytics, reporting, security, service performance, and development of new features.
• A first-name attribution label, only if you shared a household. Records you created in a household you shared with other people belong to that household's care history and are not deleted with your account. So that history stays readable ("logged by Mark"), your first name may remain attached to those records. Never your full name, email, or any contact detail, and never a name derived from your email address.
  
  The label is removed once no household still lists you as a member — because every household you shared has been closed, or because the remaining ones removed you. That happens automatically, checked both at the moment a membership ends and again by a daily sweep. To be exact about two cases people ask about: while your account is still open, leaving a household does not change anything here, because the name shown on those records is your ordinary account profile rather than a retained label. And if you close your account while still a member of someone else's household, the label stays until that household ends the membership or closes.
  
  You can ask us to replace the label with a neutral one ("Former household member") at any time via support@petwise360.com. We retain it on the basis of the household's legitimate interest in the integrity of its own records.
• Records you emailed to a household, under the two clocks described above: the envelope for 30 days from arrival, the documents for as long as the household keeps them. This applies equally if you leave a household or a professional connection ends. We retain it on the basis of that household's legitimate interest in knowing where its pets' records came from.

Deleted or anonymized data may remain in backups for a limited period until those backups are overwritten or deleted according to normal backup cycles. Backup data is not used for ordinary business purposes unless restored for security, disaster recovery, or operational continuity.

10. Your rights

Where required by applicable privacy law, you may request access, correction, deletion, restriction, objection, portability, or exercise other available privacy rights by contacting support@petwise360.com. We respond within one month. We may need to verify your identity before acting on a request. You can also delete your account directly in the app at any time.

If you are in the UK or EU and are unhappy with how we handle your data, you can complain to your local supervisory authority (in the UK, the Information Commissioner's Office).

11. Children

The Service is not directed at children and requires users to be at least 16 years old. We do not knowingly collect personal information from children. If you believe a child has created an account, contact support@petwise360.com and we will delete it.

12. Cookies

We use only strictly necessary cookies and similar technologies. See our Cookie Notice.

13. Changes to this policy

We may update this policy as the Service evolves. For material changes we will notify you by email or in the app before the change takes effect. The "Last updated" date at the top shows the current version.

14. Contact

Privacy questions and requests: support@petwise360.com.